Microsoft Office Tutorials and References
In Depth Information
Working with Query Datasheets
Working with Query Datasheets
A query datasheet looks a great deal like a table datasheet. You can sort,
filter, navigate, and (in many circumstances) enter data in a query datasheet.
The data displayed in the query datasheet is sometimes referred to as a
dynaset a dyna mic sub set of your data.
The query result reflects changes in the data in your tables. The actual
records displayed in a dynaset aren’t stored in the database; only the design
of the query is stored. Each time you open the query in Datasheet view,
Access runs the query definition against the contents of the tables used in
the query, and the result determines which records appear in the datasheet.
Because working with queries in Datasheet view is similar to working with
tables in Datasheet view, turn to Book II for specific instructions on working
in Datasheet view.
To toggle between Datasheet and Design view, click the View button, which
is the first button on the Home and Design/Datasheet tabs of the Ribbon.
Using the query datasheet to edit data
In many cases, you can edit the data in the query datasheet and use the
datasheet to add new records. Any changes you make are reflected in the
table that holds the data you changed; edits are permanent and apply to the
underlying tables, not just to the query.
Book III
Chapter 1
When your query includes fields from multiple tables, you may see some
funky things onscreen when you edit data. Not to worry. They’re all features!
When you’re editing datasheet data that results from a query on multiple
related tables, you may see the following:
Other data in the datasheet changes when you make an edit. If your
query includes related tables, you may see repeated data, such as the
repeated names in Figure 1-12. If you make edits, all the repetitions of
the name change when you change one instance. Because you’re
changing a single record repeated in the datasheet, the other instances change
to reflect the change in the underlying table. When this happens, you
have an AutoLookup query (see the next section).
If your query meets the qualifications of an AutoLookup query, Access
fills in fields after you enter a single value.
If you work with a query datasheet that shows data from multiple related
tables, you may not be able to modify data. The rules get complicated, but
generally, all data on the “many” side of a one-to-many relationship can be
updated. Data on the one side usually can be updated if you’re not editing
the primary key field.
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